Logistics, Multi-modal, and Shipper 

Partner 2.0.13 Tools: 

Guide to Importing Carrier Data Using 

the Outside Data Import Function

2013 Data Year - United States Version
Transportation and Climate Division

Office of Transportation and Air Quality

U.S. Environmental Protection Agency

Office of Transportation and Air Quality

EPA-420-B-14-021

June 2014

Logistics, Multi-modal, and Shipper 

Partner 2.0.13 Tools: 

Guide to Importing Carrier Data Using 

the Outside Data Import Function

2013 Data Year - United States Version
SmartWay Shipper Tool: Guide to Importing Carrier Data Using the Outside Data Import 

Function | Pg 3

Overview .....................................................................................................................5

THE OUTSIDE DATA IMPORT FUNCTION IS RIGHT FOR YOU IF:........................................................5

How the Outside Data Import Function Works.............................................................5

Preparing Your Carrier Data to Import into Your Tool...................................................6

Step 1: Enter Company Level Data .............................................................................. 7

Step 2: Create Your CSV File....................................................................................... 7

Option 1: Export a Master CSV File .................................................................................................................9

Option 2: Manually Build a CSV File ..............................................................................................................10

Option 3: Create a Custom CSV File from Scratch.........................................................................................13

Step 3: Populate the CSV file with Carrier Data from Your In-house Computer Systems

................................................................................................................................ 13

Step 4: Import and Validate Your CSV File................................................................. 14

Step 5: Enter Additional Data into the Tool............................................................... 16

Appendix ...................................................................................................................17

***SPECIAL CASES/CONSIDERATIONS*** ................................................................. 17

YOU WISH TO ADD ADDITIONAL CARRIER DATA AT A LATER DATE................................................17

YOU HAVE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO IMPORT 

OUTSIDE DATA. ...............................................................................................................................17

YOU CHOOSE TO EXPORT THE DATA AS A CSV FILE AFTER YOU HAVE ENTERED ACTIVITY DATA IN 

THE “Average Density” and “Average Load Percentage” pop-up CALCULATORS...........................17

Glossary:.................................................................................................................. 18

DOT Numbers..................................................................................................................................18

Emissions Factors............................................................................................................................18

EPA’s SmartWay Database..............................................................................................................18

MCN ................................................................................................................................................18

Ranking Category ............................................................................................................................18

SCAC ................................................................................................................................................18

CSV File Field Descriptions:....................................................................................... 19

• Carrier ID ...............................................................................................................................19

• Carrier Name .........................................................................................................................19

• Mode .....................................................................................................................................19

• Bin Category ..........................................................................................................................19

• SCAC.......................................................................................................................................20

• MCN.......................................................................................................................................20

• DOT Numbers........................................................................................................................20

• Data Availability.....................................................................................................................20

• Calc Metric:............................................................................................................................21

• Ton-Miles...............................................................................................................................21

• Total Miles:............................................................................................................................21

• Average Density.....................................................................................................................21

• Average Load Pct...................................................................................................................21
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• Average Payload ....................................................................................................................21
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Overview

The SmartWay Logistics, Multi-modal, and Shipper Tools have an Outside Data Import function. 

This function reduces the need to manually enter carrier activity data by allowing you to create 

a data file that merges your company’s in-house carrier data with SmartWay’s prescribed data 

format.

THE OUTSIDE DATA IMPORT FUNCTION IS RIGHT FOR YOU IF:

you use a relatively large number of carriers (both SmartWay and/or nonSmartWay) and you have an in-house data collection system that contains 

carrier activity data necessary to populate your SmartWay Tool for 

submission to EPA.

How the Outside Data Import Function Works

This function allows you to import data from your in-house data tracking systems directly into 

your Tool. 

To input your company’s carrier data into the Tool, you will create a Comma-Separated Values 

(CSV) file that meets certain basic SmartWay specifications, and merge that file with your inhouse data to produce a complete profile of your carriers’ activity. 

This CSV file will be uploaded into the Tool and will save you the time of manually entering data

to calculate your emissions footprint or percent SmartWay (% SmartWay).

SmartWay suggests that you use Microsoft Excel to develop and modify your CSV files. Excel 

has standard support for CSV files, in that it can easily read and write this type of file. 

NOTE: You MUST always save your file as a CSV file. If you accidently save 

your file as an Excel workbook, you can easily change the format back to a 

CSV file by using the “Save As” function in Excel. 
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Preparing Your Carrier Data to Import into Your Tool

There are five steps to preparing your CSV file for import into the Tool.

Step 1: Enter your company level data

Step 2: open your Logistics Business Unit/Shipper Company and proceed to the 

Import/Export screens to create your CSV File

Step 3: Populate the CSV file with carrier data from your in-house computer systems

Step 4: Import and validate your CSV file

Step 5: Enter additional data into the Tool 

Please note that due to the variability in Partner data systems, EPA does not have the 

resources to assist you in creating and importing this file. You should rely on your own inhouse IT/MIS computer staff.
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Step 1: Enter Company Level Data

Before you can import outside data, you must take these initial steps for completing your Tool:

1. Enter your company name and contact information.

2. Define your business unit(s)1

.

3. Download the latest carrier data file.

4. When you have at least one business unit defined, you can then import carrier data for 

that business unit.

5. Double click on the business unit name on the Home screen.

6. On the Input Carriers tab, read the Instructions screen and check the box to indicate 

that you understand these instructions.

Once you have performed these six steps, you will be ready to use the Outside Data Import 

function. 

Step 2: Create Your CSV File

There are three basic methods for creating your CSV file:

• Option 1—Export a Master CSV File: This method is ideal if you have a very large 

number of SmartWay Carriers. With this approach, you generate a CSV file complete 

with all current SmartWay Carriers in the correct format. You can then open this CSV 

file in Excel and delete any SmartWay Carriers you don’t use.

• Option 2—Manually Build a CSV File: This method is a good option if you have a 

somewhat smaller number of carriers that you can manually identify, but you still want 

to merge your in-house data with the carrier list (instead of manually entering carrier 

activity metrics). In this approach, you manually select carriers in the Tool and then 

export a CSV file (using the “Export Selected Carriers” button on the “Export Carriers” 

tab) that can then be populated with data from your in-house data system.

 1 Terminology varies with the Tool - Logistics users define “business units”, and Shippers define “companies”.
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• Option 3—Create a Custom CSV File from Scratch: You may also choose to create your 

CSV from scratch using your in-house system. If you choose this approach, the best way 

to ensure compatibility with your file and the Tool is to start with a file exported from 

the Tool, as listed in Option 1, and as explained below. This will aid your IT staff in 

producing a CSV file with the correct format.

Step by step instructions for all three methods follow.
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Option 1: Export a Master CSV File

1. Select the “Export Carriers” Tab.

2. Select the “Export Master File” button.

3. A “Save As” screen will pop up.

4. Save document as “XXX.csv” file, where “XXX” is a name of your choosing, in any 

folder on your computer for which you have read/write access.

5. Open this CSV file in Microsoft Excel (recommended) or other software that 

supports CSV files.

6. Delete any SmartWay Carriers that you did not use during the reporting year.

7. Note that the first four lines in the master file represent non-SmartWay carriers. If 

you used any non-SmartWay carriers you must account for their combined mileage 

and/or ton-mileage in the appropriate non-SmartWay designation.

8. Save this modified CSV file to your computer.

9. Proceed to Step 4 on page 14 (“Populate the CSV file with Carrier Data from Your Inhouse Computer Systems”).
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Option 2: Manually Build a CSV File

1. Select the “Manual Input SmartWay Carriers” tab.

2. Select your SmartWay Carriers using the Tool’s user interface filters (e.g., the Carrier 

Name box, the Carrier Mode drop-down list box, the Ranking Category drop-down list 

box, the SCAC and/or MCN boxes, and the DOT box). An example selection screen is 

shown below for the Logistics Tool.

3. As you find each of your carriers, click the ‘Add Selected Carriers to List Below’ button. 

When you use this button, the carrier selected in the upper list box will be added to the 

list in the “Selected SmartWay Carriers” box at the bottom of the screen. 
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4. Select the “Manual Input Non-SmartWay Carriers” tab.

5. Enter the total number of non-SmartWay carriers used by your company in the 

reporting year, and specify their modes (truck, logistics, rail, and/or multi-modal)2,3 by 

selecting the appropriate non-SmartWay carrier(s) from the list and clicking the “Add 

Selected Carriers to List Below” button.

6. Once you have selected all of your SmartWay and non-SmartWay carriers, go to the 

“Export Carriers” tab.

Note: Steps 7 and 8 are for Shipper Tool users only.

7. Select the “Optional Carrier Differentiation” tab. 

 2 Note: default data for Non-SmartWay Barge Carriers are not available for the 2013 data year. This data will be included beginning 

with the 2014 data year. 3 Both SmartWay and Non-SmartWay rail carriers use the same modal average performance values.
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8. Enter any distinguishing data you wish for each carrier selected, such as 

inbound/outbound and domestic/international designations on this screen. Begin by 

selecting a carrier in the “All Selected Carriers” box at the top of the screen. Then 

highlight the carrier name in the lower box. At this time the optional carrier descriptor 

cells will become active at the bottom of the screen. After entering the desired 

information, select the “Apply Descriptive Data to Selected Carrier” button to save your 

data. Repeat this process for as many of your selected carriers as needed. 
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9. Select the “Export Selected Carriers” button. 

10. A “Save As” screen will pop-up.

11. Save document as “XXX.csv” file, where “XXX” is a name of your choosing, in any folder 

on your computer for which you have read/write access.

12. Proceed to Step 4 on page 14 (“Populate the CSV file with Carrier Data from Your Inhouse Computer Systems”).

Option 3: Create a Custom CSV File from Scratch

You may also choose to create your CSV file from scratch using your in-house data system. If 

you choose this approach, EPA strongly advises you to start with a file exported from the Tool; 

this is the best way to ensure compatibility with your final CSV file and the Tool.

To create your starter file, simply follow the procedure outlined in Option 2, but simply select a 

few carriers on the Select Carriers screen and export the file using the Export Selected Carriers 

button as described. This will give you a sample CSV file with the correct format, with all of the 

fields properly labeled and in the appropriate order. At this point you would delete the sample 

carriers from the CSV file and in their place insert rows for your carriers. You will need to enter 

your carrier’s name, mode, and carrier ranking category exactly as they are specified in the 

Tool, so the Tool knows to which carrier you are referring.

You are now ready to proceed to Step 4 (“Populate the CSV file with Carrier Data from Your Inhouse Computer Systems”).

Step 3: Populate the CSV file with Carrier Data from Your In-house Computer 

Systems

1. Open the CSV file you created in the previous step. 

2. At the top of the file are important warnings and descriptions of the data that need to 

be entered in each column. These warnings and descriptions can be deleted from your 

CSV; however, do not change the header row that begins with the label “Carrier ID”.
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NOTE: A list of the CSV fields can also be found at the end of this document, including a 

list of valid values.

EPA recommends that you save a backup copy of the CSV file at this point

and periodically thereafter with different file names in case you make a 

mistake.

3. Populate the CSV file with carrier data from your in-house spreadsheet.

You will need to work with your company’s IT department to develop the 

best way to merge your in-house data with the CSV file’s fields; EPA cannot 

provide support on data merging procedures.

4. Save your completed CSV on your computer—again, make sure you save the file as a 

CSV file (with the .csv extension), or it will not load into the Tool.

You are now ready to upload and import your final CSV file into the SmartWay Tool.

Step 4: Import and Validate Your CSV File

Make sure you have reopened your Tool. On the main Home screen of the Tool, select the 

logistics business unit or shipper company into which you will be importing your CSV file.

1. You will now select the “Outside Data Import” tab under “Input Carriers.”

2. Click the “Select File” button on the Outside Data Import screen. 
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3. Select the XXX.CSV file you created in the preceding steps, and click the “Open” button.

4. After specifying the file path, you need to validate the data in your CSV file by using the

”Validate File”’ button. This performs an initial validation of the data in your CSV file. 

5. After the validation is complete, the Tool will display a list of errors and warnings for 

your review, and it will display a count of total records and valid records summarizing 

the validation results.

If your file contains errors or warnings, a message box will appear at the bottom 

of the screen identifying what they are. You may still import the file even if 

warnings or errors are detected, although any data field failing validation may 

be ignored or may have been set to zero. In that case, corrections can be made 

to the CSV file or within the Tool after importing your data.

6. The “Import File” button will now be enabled if there is at least one valid carrier entry in 

the file, allowing you to import your CSV file. 

7. To import the file, select the “Import File” button. 

WARNING: At this point the system will delete any current carrier records 

you may have entered for this company using the Manual Input screens, as 

well as any Data Source descriptions you may have entered on the Activity 

Data screen. 

8. After importing your file, text will appear saying “Import successfully completed.” 

Once you have imported your CSV file into the Tool, you may augment, correct, or modify any 

of the carrier data using the Tool screens. 
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Step 5: Enter Additional Data into the Tool

In addition to carrier-specific information, the Tool will require you to enter additional 

information using the Tool user interface. This includes describing the

• Data Source for your Activity Data

• Explanations for any data that is significantly outside expected ranges (e.g., high/low 

payloads)

Shipper Tool users will also need to specify a % SmartWay option, and a description of a Custom 

Factor and associated data sources if you chose to use that option for your % SmartWay 

allocation. 

After importing your carrier data, please review every screen among the data entry screens to 

verify completeness. The Tool will prompt you when data is missing or in error. Alternatively, 

you may select the Validate Screen button at the bottom of each screen, which will allow you to 

see all of the errors. 

You are now ready to review your Tool, view data reports, and submit your final Tool to EPA for 

approval.
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Appendix

***SPECIAL CASES/CONSIDERATIONS***

YOU WISH TO ADD ADDITIONAL CARRIER DATA AT A LATER DATE. 

The Outside Data Import function was designed so that you can also add more carrier data at a 

later date. To add carrier data, you should use the Export Selected Carriers option so that all of 

the carrier data in the Tool is exported to a CSV file. You can then insert your additional carrier 

data into this exported CSV file using Excel and then re-import the modified CSV file. 

YOU HAVE MANUALLY ENTERED CARRIER DATA INTO THE TOOL AND THEN DECIDE TO 

IMPORT OUTSIDE DATA.

When you perform an Outside Data Import, all previously entered or imported carrier data in 

the Tool is deleted. If you need to merge carrier data from the Tool with other carrier data, you 

can either manually enter the additional information into the Tool, or enter it into an exported 

CSV file. If you chose the latter approach, you should use the ’Export Selected Carriers” button 

to export that data, and then add or copy/paste your additional carrier data into this newly 

exported CSV, then re-import the updated CSV back into the Tool.

YOU CHOOSE TO EXPORT THE DATA AS A CSV FILE AFTER YOU HAVE ENTERED 

ACTIVITY DATA IN THE “Average Density” and “Average Load Percentage” pop-up

CALCULATORS. 

When exporting and then re- importing your selected carriers, any values you may have entered

into the Average Density and Average Load Percentage pop-up calculators prior to export will be 

lost. The previously calculated output values from the calculators will still be retained, although 

the calculator inputs themselves will be wiped out. You will also lose any previously entered 

Out of Range explanations.
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Glossary:

DOT Numbers - Companies that operate commercial vehicles transporting passengers or 

hauling cargo in interstate commerce must be registered with the Federal Motor Carrier Safety 

Administration and must have a USDOT Number. Also, commercial intrastate hazardous 

materials carriers who haul quantities requiring a safety permit must register for a USDOT 

Number. The USDOT Number serves as a unique identifier when collecting and monitoring a 

company's safety information acquired during audits, compliance reviews, crash investigations, 

and inspections. DOT numbers are strictly numeric and can be up to 7 digits in length.

Emissions Factors - Emissions factors have long been the fundamental tool in developing 

national, regional, state, and local emissions inventories for air quality management decisions 

and in developing emissions control strategies. More recently, emissions factors have been 

applied in determining site-specific applicability and emissions limitations in operating permits 

by federal, state, local, and tribal agencies, consultants, and industry.

EPA’s SmartWay Database - EPA maintains a database containing key SmartWay partner 

information. This database is used to create the SmartWay Carrier Data file. 

MCN - This is a truck carrier’s Motor Carrier Number (MCN) number. This is an optional field 

you can use to visually determine if a SmartWay carrier is one of the carriers you use. This field 

is not currently used to merge SmartWay data with your carrier data. If you created your CSV 

file using one of the two Export buttons on the Select Carriers screen, you should not change 

these values. 

Ranking Category - This refers to the operation type category used for ranking carriers (e.g., 

TL, Dry Van, Dray, etc.). Carriers are grouped by these categories to ensure an "apples-toapples" comparison. The emissions factors associated with truck carriers are the midpoint 

value for their ranking category. Note that other carrier types do not have differentiated 

ranking categories (i.e., all Barge carriers are grouped in the same category for ranking). Also 

note that performance factors associated with rail carriers are based on modal averages (for 

both SmartWay and Non-SmartWay carriers), based on publicly available information, rather 

than on actual carrier performance.

SCAC - The Standard Carrier Alpha Code (SCAC) is a unique two-to-four-letter code used to 

identify transportation companies. SCACs are assigned by the National Motor Freight Traffic 

Association, Inc., (NMFTA). If you cannot remember your SCAC(s), please contact NMFTA 

before proceeding. You can find NMFTA contact information at 

http://www.nmfta.org/Pages/ContactUs.aspx. 
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CSV File Field Descriptions:

• Carrier ID - This is an internal identifier that can be used to identify your carriers. This 

number originates from the SmartWay Database. A negative number identifies the 

carrier as a non-SmartWay carrier. If you created your CSV file using one of the two 

Export buttons on the Select Carriers screen, you should not change these values. If you 

are merging your carrier data with the SmartWay Carrier data using the carrier name, 

carrier mode, and carrier ranking category, you do not need to specify this internal ID 

field.

• Carrier Name - This is simply the name of the carrier. If you are using the internal 

Carrier ID field to merge your data with the SmartWay data, you do not need to specify 

this field. If you are using this field to merge the data together, the names must be an 

exact match, but the names are not case sensitive. If you created your CSV file using 

one of the two Export buttons on the Select Carriers screen, you should not change 

these values. 

• Mode - In this field, the carrier mode must be identified as “Truck,” “Rail,” “Multimodal,” “Barge,” or “Logistics.” This field is required and must be an exact match if you 

are using carrier name, carrier mode, and ranking category to merge the SmartWay data 

with your carrier data. If you created your CSV file using one of the two Export buttons 

on the Select Carriers screen, you should not change these values. 

• Bin Category - This refers to the operation/equipment type category SmartWay uses

for ranking carriers; e.g., TL, Dry Van, Dray, etc. (For more information on Ranking 

Categories, please see the Glossary, above.) If you created your CSV file using one of 

the two Export buttons on the Select Carriers screen, you should not change these 

values. Valid values for Truck carriers are as follows:

o Auto carrier

o Dray

o Expedited

o Flatbed

o Heavy/Bulk

o LTL/Dry Van

o Mixed

o Moving

o Package

o Refrigerated

o Specialized

o Tanker

o TL/Dry Van
The only valid value for Multi-modal carriers is Truck/Rail. Rail, barge and Logistics 

carriers do not have specific names for their ranking category. 

• SCAC - This is a truck carrier’s Standard Carrier Alpha Code. This is an optional field you 

can use to visually determine if a SmartWay carrier is one of the carriers you use. This 

field is not currently used to merge SmartWay data with your carrier data. If you 

created your CSV file using one of the two Export buttons on the Select Carriers screen, 

you should not change these values. 

• MCN - This is a truck carrier’s Motor Carrier Number. This is an optional field you can 

use to visually determine if a SmartWay carrier is one of the carriers you use. This field 

is not currently used to merge SmartWay data with your carrier data. If you created 

your CSV file using one of the two Export buttons on the Select Carriers screen, you 

should not change these values. 

• DOT Numbers - This is a truck carrier’s DOT. This is an optional field you can use to 

visually determine if a SmartWay carrier is one of the carriers you use. This field is not 

currently used to merge SmartWay data with your carrier data. If you created your CSV 

file using one of the two Export buttons on the Select Carriers screen, you should not 

change these values. 

• Data Availability - This is an integer field whose valid values are 1 to 7 for most carrier 

types. The Data Availability Option entered/selected for a carrier identifies which 

carrier activity data you have available. The data that you enter in your CSV file for Ton 

Miles, Average Density, Average Load pct, and Average Payload must be consistent with 

the carrier’s Data Availability. If you do not specify a Data Availability Option, the Tool

will select a default. 

The seven Data Availability Options are:

1. I know ton-miles and average payload.

2. I know ton-miles, cargo density, and load percentage.

3. I know ton-miles only.

4. I know Ton-miles only.

5. I know Total Miles and Average Payload.

6. I know Total Miles and have general information about number of loads 

and type of cargo.

7. I know Total miles only.

Note that Data Availability Options for LTL carriers are restricted to 2, 3, 5, and 6 due 

to the difficulty allocating mileage fractions for these carriers without payload-related 

information. Similarly, Package carrier options are limited to 1 to 6.
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• Calc Metric: The Calculation Metric is a required field. In general, there are three valid 

values, but some of these values are only available for certain Mode and Data 

Availability combinations. The three valid values are g/mile, g/ton-mile, and g/railcarmile. This field specifies the method for calculating each carrier's emission footprint. In 

making your selection, consider the most appropriate measure for the carrier’s 

operation type. In general, ton-miles are good for LTL, package delivery, barge, rail, 

multi-modal and logistics companies as well as heavier truck loads (roughly above 10 

tons), while g/mile may be better for trucks with lighter payloads. Railcar-miles are also 

an available option for the rail mode, although ton-miles are preferred.

• Ton-Miles - Depending on your Data Availability option, this field may be required or 

ignored. The Ton-Miles field is an integer that must not exceed 209,207,446,000.

• Total Miles: Depending on your Data Availability option, this field may be required or 

ignored. When entered, this field will contain the total miles per year attributed to each 

truck, barge and/or rail carrier. The Tool assumes that miles entered for truck carriers 

correspond to (full) truckload-equivalent miles. Rail-miles correspond to truckload 

equivalent railcar miles. Please see the Shipper Tool Technical Documentation for 

details regarding the calculation of truckload-equivalents for railcars. The Total Miles 

field is an integer that must not exceed 999,999,999,999,999.

• Average Density - Depending on your Data Availability Option, this field may be 

required or ignored. This field is used to calculate total miles, accounting for shipperspecific freight densities. The density calculator must be used for Data Availability 

Options 3 and 6. The Average Density field is a numeric field greater than zero with up 

to one decimal place.

• Average Load Pct - Depending on your Data Availability Option, the Average Load Pct 

(percent) field may be required or ignored. Use the Average Load Pct calculator to 

determine what fraction of your truck and rail carrier’s cargo space is used to ship your 

freight. The Load Percent calculator must be used for Data Availability Options 3 and 6.

Enter the load information as requested. The resulting percentages (shown on the 

Activity Data screen) are multiplied directly by Total Miles to scale carrier mileage. The 

Average Load Pct field is an integer field that must be between 1 and 100.

• Average Payload - Depending on your Data Availability Option, this field may be 

required or ignored. Enter payload (in short tons – i.e., 2,000 lbs) representing the 

average cargo weight per loaded trip. Average Payload must be entered for Data 

Availability Options 2 and 5. The Average Payload field is a numeric field that must be 

greater than zero. Maximum allowable payloads vary by mode and truck operation 
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category – please see the Shipper Tool Technical Documentation for details. The total 

number of digits, including the decimal point, must not exceed 5 digits.